Knowledgebase: 2) Frog 3
Integris Extractor Configuration
Posted by Sam Brown on 28 July 2017 11:44 AM
Using the Extractor

Usage of the tool is similar for all information systems, however configuration will differ slightly.

Create a School
The first time you start the extractor you will be required to create a default school. If a school has been added previously, then the main configuration screen will display, populated by the default school data.
To open the “Add School” dialogue from the main configuration screen, click the Schools button in the top left corner of the screen. This will open the Schools dialogue that lists all the schools currently configured for this extractor.
To create a new school, click the "New" button along the bottom of the screen. From the school dialogue, you can enter the schools basic details as well as proxy information if applicable.

The available fields for the basic school info, as of v1.0.1, are:

1. GUID: A unique id created by the extractor to identify your school. This is automatically created and cannot be edited or deleted.
2. Name (Required): The name of your school.
3. Description: This field can be left blank.
4. LA Code (Required): The old DfE Local Authority code for the school. 
5. School Code (Required): The DfE code for the school.
6. End Point: Frog 3 or FrogOS.





It is also possible at this point to specify whether to send the data to your Frog server.
If you’re sending the data over the internet then it is highly recommended to turn on the SSL option.





On the right hand side of this page you will see it is asking for Proxy information. If you know that the school uses a proxy, then please enter the Hostname and Port number (Username and Password shouldn’t be needed).
If you are unsure if the school uses a proxy, then please ask someone at the school who might know, and we can come back to this if we run into any problems that could be caused by skipping this step.
Once you have entered the details you can click the Save button, this will return you to the Schools dialogue. To open the schools configuration settings, highlight the school, the row should turn blue, and then click the Select button in the bottom right hand of the screen.


Authentication
Now you should see the main screen with your selected school name at the top.
For the MIS extractor to be able to send data to your Frog server you will need to authenticate the MIS extractor with your Frog server to confirm access permission.





To authenticate your Frog Server, enter the hostname or internal IP of your Frog server, this must not include the ‘http://’ prefix. For example, “yourschool-leeds.frogos.net”.





When you click authorise, you may run into an error script, just click ‘Yes’ and it should then let you continue as normal.
You should be presented with a Frog login window. All you need to do here is enter your Frog administrator logins, and click login. You should have received these logins from the Customer Implementation Manager. If you have been passed responsibility for setting up the extractor only, then check with your colleague who is the main contact for Frog, as they should already have it.






You may run into another script error message, if so, just click yes.
The extractor will then take you directly to a screen saying ‘SIMS extractor would like to use your Frog ID’ where you need to click ‘Allow’.
*If after you clicked login, the login box just turned a dark grey colour, and didn’t take you to the screen with ‘Allow’ or ‘Deny’ option, just close that window (using the red ‘X’) and then click ‘Authorise’ again.
You should now be faced with ‘Authorisation successful’ and a green tick to the left of it.





Now you should see something that resembles the screenshot below:





The ‘Supplier Scope’ and ‘API Address’ fields can be obtained from G2, you will need to let them know you want G2 access to Frog and they will set up the connection and send us the details.
For ‘Username’ and ‘Password’ this is where you will need to enter login details for an Integris administrator. Once you have filled in all boxes (Supplier Scope, Username, Password and API Address) just click ‘Test Connection’ at the bottom. If everything is okay, you will see the message go from ‘Connection failed’ to ‘Checking’ (with a yellow circle to the left of it), then to ‘Connection successful’ with a green circle once the extractor has established then connection to your Integris database.
Now that the extractor is connected to your Integris database, you just need to choose what data you would like to bring across into your FrogLearn platform. You do this by ticking the checkboxes on the right hand side of the page.
However, first of all, we will just test that the Integris user that we entered previously has the correct permission to extract this information. To do this we will choose a field that we know there will definitely be data for in Integris – ‘Active Students’.
What you need to do is just tick ‘Active’ underneath where it says ‘Students’ in grey. Ensure that this is the only checkbox that is ticked. Then near the bottom right of the extractor, just click ‘Run Test’. You will see a yellow circle appear next to ‘Active’ under students, and this is the extractor finding what is available from Integris to pull through. This is just a test, and isn’t actually importing anything yet.





If everything is okay, you will see a green tick and ‘Success’ next to it now, and a number of rows that looks like the amount of students you have at your school. For example, in the screenshot below there are ‘1027 rows’, meaning 1027 active students.





Now that you have established that the SIMS user has got the correct permissions, you need to tick all of the other boxes for the data you want to be pulled into your platform. The easiest and quickest way to do this is to click the ‘Select All’ tick box near the bottom of the extractor.





Once you’re happy with the data that will be pulled through, click ‘Run Test’. This will start testing the data that is available for you to bring through into FrogLearn, and will take a few minutes.
You should see a Green tick with success next to all of the ticked boxes, with a number of rows to the left to signal how much information there is for that specific field.
For any that come back as ‘0 rows’ with a green tick, just untick these as it means there just isn’t any information in Integris for this field. For any that come back with a red cross and ‘unsuccessful’ make a note of these and untick that box.





Once all the test have finished, click ‘Save and Exit’ at the bottom right. The reason for this is to let the extractor refresh before we start the actual extract.
Open the Extractor again, there should be a shortcut in your Start Menu, and if not just navigate to the start menu, then ‘All programs’ and there should be a Frog folder in there containing the extractor.
With the extractor open again, you now need to go to the Extract/Export screen, so click on ‘Extract/Export’ at the top left.





On this page, you simply need to click ‘Run Now’ at the bottom right hand corner. This will start the Extractor, which will open a log box to show you the progress of the extraction.
If you leave the extractor for 2 – 3 minutes, and then look at the log box, you should see something along the lines of ‘Extraction Completed’.
That means that the extraction has taken place, and has sent information to the server that your platform sits on.


Create a scheduled task
Finally, we need to set up the scheduled extractions that will keep your platform updated whenever a change takes place in Integris (new students / staff etc).
At the top right of the ‘Extract/Export’ page in the extractor, click on the blue button ‘Create Schedule Task’.





Then give the task a name, something along the line of ‘Daily Extract’. Make sure the ‘Daily’ button is selected, and then before clicking ‘Create’, make sure to choose a time of the day for the extractor to run. It is important that you select a time of the day where the PC / Server you have installed this will be turned on. If it isn’t turned on, then the extractor will not be able to run, and your platform will not be kept up to date with changes made in Integris.
The reason for choosing ‘Daily’ rather than weekly, is because if for some reason the PC / Server is turned off when it tries to run, you’ve only got to wait another day for it to be updated, rather than a whole week.





Once you have clicked ‘Create’, this will take you back to the previous ‘Extract/Export’ screen. Where it says ‘Scheduled Tasks’ click on the box with the drop down arrow next to it, and you should now see the scheduled extractor that you just created somewhere on that list. If you don’t see it appear on this list, then close the extractor, open it again and try creating the extractor again. Let the Customer Implementation Manager know if you have any trouble with this.