Lexia Technical Resources: myLexia

DOWNLOAD THE PDF

Assign a Clever ID to a Staff Exception Account in myLexia.com

How are exception accounts created in myLexia?

• • When automated imports are active, if a staff account is created manually in myLexia, it will be created as an exception account.
• • Staff members may also have been set up as exceptions because their account was not being shared through Clever at the time of setup.

What kinds of issues can occur if a staff member has an exception account?

• • If the username of an exception account is the same as a username being sent to myLexia from Clever, then there will be a Clever sync error. The Clever account will not be created, even if that staff member is being shared through Clever.
• • If the exception account prevents a Clever account from being created, you will see the following error in your staff import error log at files.myLexia.com: ERROR: User with refid: (refID here) not imported. Username (username here) already exists.
• • Please note that not all exception staff will cause errors. Many admin accounts, and accounts for non-classroom teachers and specialists are set up purposefully as exceptions because they are not being shared with Lexia through Clever.

How can I tell if one of my staff members has an exception account in myLexia?

• • Staff with exception accounts will be able to log directly into myLexia.com, but if they try to log in through Clever, they will receive a login error.
• • If you are managing classes through Clever, classes of exception staff are usually missing in myLexia.com. The class is not created in myLexia.com because a class needs to have a Clever StaffID assigned to it.
• • If you receive the nightly automated import summary email from Lexia, a list of exception staff is included in every nightly summary.

1. In myLexia, find the staff account in Manage. > Staff.
2. Click on the Edit Staff icon (the pencil) on the right.
3. In the Edit Staff window, check the RefID field. If the RefID starts with EX, it is an exception account. If the RefID does not start with EX, and yet the staff member is not syncing, please contact Lexia Support for assistance.

I’m sharing a staff account through Clever and they have an exception account in myLexia. How can I get their Clever account to sync with myLexia?

1. Go to your Clever dashboard, find the staff member in the data browser, and click on their name to view their details.
2. The Clever ID is a long string of numbers and letters, and looks something like this: 5646e46cf786dec3c6604d37c.
3. Copy the Clever ID from the staff member’s Clever account.
4. In myLexia.com, find the staff account in Manage > Staff.
5. In myLexia, find the staff account in Manage. > Staff.
6. Click on the Edit Staff icon (the pencil) on the right.
7. In the Edit Staff window, delete the exception ID from the RefID field, paste the Clever ID in the RefID field, and then click "Save".
8. The staff member should now be able to log in through Clever and use Lexia programs. If you are managing classes through Clever, and if a section is assigned to the teacher in Clever, their class should be created in myLexia after the next nightly Clever sync.

---

DOWNLOAD THE PDF



Accessing your error logs—for Clever-managed sites

Once your Clever sync has been activated, it will be useful for you to be able to access your folder on our SFTP server, so that you can see your import files and error logs when you need to troubleshoot. Please follow the following steps to set up access to your folder:

1. Provide Lexia with your outgoing IP Address so we can give you access to your folder on our SFTP server.

1. In myLexia.com, click on Settings
2. In the Automated import section, click on Settings to open the General Configuration window.
3. Look at the Outgoing IP Address box
If this field is not already filled in with your outgoing IP address, enter one public IP address that you will use to access your folder on our SFTP folder so that we can add the address to our access list. Please note that after adding or changing the IP address, access to the folder may take up to two business days. If there is already an IP address (other than 127.0.0.1) listed, please contact Lexia Support before changing the IP address. 127.0.0.1 is often used as a placeholder for this setting, but it is not a valid IP address.

2. Know your SFTP Configuration details.

To access the error logs, you will need to use an SFTP client to connect to files.mylexia.com, using the username and password that you provide in the SFTP Configuration section.
1. In myLexia.com, click on Settings
2. In the Automated Import section, click on SFTP Configuration.
On this page, you can see your account username and set the password for your secure folder on our SFTP site. If you see “Create Account” rather than your account username, please contact Lexia Customer Support. If you already know your account password, you do not need to do anything on this page besides make a note of your username and the name of our SFTP server (files.mylexia.com). If you don’t know your account password, click on “Update Password*,” and a new password will be generated and displayed. Make a note of this password, as it will not be displayed again. *Important: please check with your colleagues to see if someone else uses this password (for instance, for automated exports) before you click on Update Password.

3. Connect to your folder to view your error logs

You will need to connect to Lexia’s SFTP server from a computer with the external IP address that you provided in Step 1. You can use an SFTP client (such as Filezilla or Winscp) with these settings:
• Protocol: SFTP (SSH file transfer protocol)
• Server: files.mylexia.com
• Port: 22
• Username: Your SFTP username, e.g., xyz_1234
• Password: The one you have saved or just generated
• Path: The path can be left blank. If it is prefilled, the value may be invalid, but you can edit it to make it blank.
Once you connect, you will see two folders, "imports" and "logs". The “logs” folder contains a file for each type of data you import (schools, students, staff, and classes). If you don’t import a type of data, for instance, classes, you won’t see a log file for that data type. Open a log file to see the errors for that type of data, i.e., open the xyz_1234_student.log file to see the student errors.
If you are not able to access your folder on files.myLexia.com, and it has been two business days since you added or changed the outgoing IP address, please contact Lexia customer Support.



---

---

DOWNLOAD THE PDF



Setting Unique IDs in myLexia.com

Overview




This document is for customers who use Lexia’s automated import process or Clever. It describes how to use the “Set Unique IDs” function in myLexia, which is necessary for setting up automated imports or Clever for the first time, and also for fixing sync errors with your imports.

What purpose does Setting Unique IDs have?

1. Setting up automated imports or Clever sync



Setting IDs is a vital part of setting up automated imports and Clever integrations. Setting unique IDs for your schools, students, staff, and/or classes will set a unique identifier for your existing accounts in myLexia.

If you have students who are currently using Lexia, it is especially important to set their IDs (RefIDs) in myLexia before activating automated imports or syncing with Clever, so that their Lexia history is preserved. Student accounts that do not have a RefID will be archived with the first automated import or Clever sync.

2. Fix sync errors with automated imports or Clever



You may also need to set unique IDs to fix sync errors -- for instance, if a student’s RefID is incorrect in myLexia. The REF ID field is not editable in myLexia unless it is an exception. You may replace exception IDs (any ID that starts with EX-) with the correct ID by pasting directly into the REF ID field in myLexia. For IDs that are not exceptions, you will need to use “Set Unique IDs” to correct the ID.

Setting IDs in myLexia

Admin access to myLexia



You will need to have administrative access to myLexia to set IDs. If you do not already have administrative access to myLexia, please share this document with an existing myLexia admin, or ask an existing admin to create an admin account for you in myLexia. If you need assistance with this step, please contact Lexia Customer Support.

Choose what type of data to import



If you are setting up automated imports or a Clever sync, first choose which types of data you will be importing. You can only set IDs for the types of data that are selected.

1. In myLexia, click on Settings (the gear icon) in the lower left hand corner and choose “Settings” in the Automated Import section.



2. In the General Configuration page, choose what kind of data to import:
• • Students only
• • Staff only
• • Students and staff
• • Students, staff, and classes
Note that schools are required and are automatically checked off. Classes need to have a staff member associated with them, so if you want to sync classes, you will also need to import students and staff.
Set Unique IDs—Prepare Files



Whether you are setting up automated imports or Clever for the first time and need to set IDs for all of your schools, students, staff, and/or classes, or whether you need to just change one ID, you will need to create a spreadsheet for each type of ID that you want to set, and upload the spreadsheet to myLexia.com.

Schools

1. Prepare a .csv file with two columns: SchoolId and Name.
2. In the “SchoolID” field, enter an ID for each school.
3. In the “Name” field, enter the name of each school as it currently appears in myLexia.
4. Any schools that aren’t included in the automated import will need to have a special code for their IDs. You can set a school to be an exception by making the schoolID “EXCEPTION”. Please note that “EXCEPTION” is case-sensitive.




Students

1. Prepare a .csv file with two columns: StudentId and Username.
2. In the StudentID field, enter a unique ID for each student. If you use Clever, this is the student’s Clever ID. The Clever ID is a long string of numbers and letters, and looks something like this: 5616e46cf06dec3c6604d37c
3. In the “Username” field, enter the students’ current usernames in myLexia. This may be different from your chosen username convention; the usernames will update after the first automated import sync.




Staff

1. Prepare a .csv file with two columns: StaffId and Username.
2. In the StaffID field, enter a unique ID for each staff member. If you use Clever, this is the staff’s Clever ID. The Clever ID is a long string of numbers and letters, and looks something like this: 5616e46cf06dec3c6604d37c
3. In the “Username” field, enter the staff member’s current usernames (email addresses) in myLexia.
4. Admins, specialists or non-classroom staff often aren’t included in automated imports or Clever syncs. You can mark staff as exceptions by giving them a special code for their IDs. In the StaffID column, enter the word “EXCEPTION”. Please note that “EXCEPTION” is case-sensitive.



Set Unique IDs—Set IDs



After you have prepared your CSV files, you can use them to set the IDs for schools and students and/or staff. Lexia Support staff can assist you with this step.

Click on Set Unique IDs in the Settings > Automated Import section.

1. Select the data type—schools, students, or staff—of the file you are uploading.
2. If you are setting IDs as part of setting up automated import or a Clever sync, you must set the IDs for schools before you set the IDs for students and staff.



3. Choose the file you are going to upload.
4. Click Set IDs
5. Review the message for errors, and to see how many schools, staff, students, and classes do not have IDs and will be deactivated after the next auto import is run. Note that if you are setting up automated imports or a Clever sync, and haven’t yet activated automated imports, accounts won’t be deactivated until you after activate auto imports.

What happens next?




New Automated import and Clever Sync Setups

If you set unique IDs as part of a new setup for automated imports or a Clever sync, please check in with Lexia Customer Support before activating automated imports.

Fixed Incorrect RefID

If you corrected a RefID, please note that information (class assignment, school, grade, etc) will be updated in myLexia after the next nightly sync.





---