File Management App

Our new File Management App enables districts to upload their assessment files easily and securely to DataZone Analytics. You can view an overview video for File Management on our online video library here: https://sites.google.com/sccoe.org/datazonehelpcenter/learning-library/video-library#h.pnf5lsytdzlu.

Note: The SFTP server has been phased out and SFTP access was no longer available after December 31, 2023.

1 State Assessment Files
2 Accessing the File Management App
3 Uploading an Assessment File
- 3.1 Steps and Descriptions
- 3.2 File Status
- 3.3 Search Files by File Type or File Status
- 3.4 Data Integration Requirements

State Assessment Files

Visit the State Assessment Imports knowledge base article for more information on where to find your state assessment student data files from TOMS.

Accessing the File Management App

The File Management app is enabled for select 1-2 select district staff members, typically the DZ Lead or person who previously uploaded to the DataZone SFTP site by default. If you are one of these roles for your district and do not see the File Management app, please submit a ticket.

File Management app from the DZ landing page

File Management app from the Apps drop down menu

Uploading an Assessment File

Follow the following steps to upload an assessment file for your district.

NOTE: From TOMS, you will download the zip file and upload only the csv file from the zip. The File Management app will accept these two files, Enrolled in LEA and Tested in LEA. We recommend you upload both files to the app.

Steps and Descriptions

District site - This is the district where the file will be uploaded to.
Location options - This is relevant only for DZ File Management administrators with access to multiple districts (e.g. county level staff). Make sure that the District site on the upper left corner (step 1) is showing the district that you want to upload to.
+Upload New File button - Click here to select the assessment file to upload.
- NOTE: For state assessments, ETS/TOMS will provide you with multiple file types in a zip folder. Do not make any modifications to the file provided by ETS/TOMS and select the csv file for upload. Upload both csv files, one for Tested in LEA and one for Enrolled in LEA. View Data Integration Requirements.
Upload File button - Once you have downloaded the assessment file (from TOMS for state assessments and from your vendor site for local assessments), select the location of the downloaded file from your computer.
Description - To aid in cross checking files being uploaded, please include your district’s name, academic year the assessment was taken, and assessment name
File Type - Click on Choose File and select the assessment description from the drop down menu
- NOTE: Other-Miscellaneous type files are not processed and file are for exchange with DataZone team. They will be in archived state.
School Year - Select the school year for when the assessment was administered.
Upload button - Click on the Upload button to start the file upload process.

File Status

District users with permissions to File Management will see a running list of what assessment files have been uploaded along with who uploaded the file and the file status.

There are four different statuses for the file uploads:

Status	Description

Status	Description
Uploaded	The file has been successfully uploaded from your computer to DataZone’s File Management app. Note: There is a Delete option in case you made a mistake or uploaded an incorrect or duplicate file. Files can be deleted by the district administrator with access to File Management only before it gets picked up by the scripts for processing. Once processed, files cannot be deleted.
Processed	The file has been picked up by the automated script on and has been processed. View the data processing schedule below.
Partial	This status is only relevant for College Board assessments. It means that records that were successfully matched to students in your district were processed. It will show how many records successfully processed and provide a file for rejected records that can be corrected and re-uploaded.
Failed	There was an error during process and the data was not able to be loaded into DataZone. Please check that no modifications were made to the csv file provided by ETS/TOMS or the assessment vendor before it was uploaded. Submit a ticket, if needed, for assistance from our support team.
Deleted	The file has been deleted and was not processed.
Archived	Files uploaded with “Other-Miscellenous” file type. These are for data exchange with DataZone team. Files uplodaed as Other can be deleted by the owner who uploaded it.

Search Files by File Type or File Status

Select an option for the drop down menus to search the files previously uploaded. You can search by File Type or by File Status. Click on the Search button after making your selection.

Data Integration Requirements

Assessment Type	Assessment Name	File Type

Assessment Type	Assessment Name	File Type
College Assessments	AP	csv
College Assessments	SAT	csv
College Assessments	PSAT	csv
State Assessments	ELPAC	csv
State Assessments	Initial ELPAC	csv
State Assessments	CAASPP / SBAC	csv
District Assessments	NWEA MAP	csv
District Assessments	Fountas and Pinnell	csv
District Assessments	DIBELS Data Services	csv
District Assessments	DIBELS mCLASS	csv
District Assessments	FastBridge	csv
District Assessments	NSGRA	csv
District Assessments	MDTP	csv
Other	Miscellaneous	Any type